Job Description

Initial Posting Date: 04/07/2023

Application Deadline: 04/20/2023

Agency: Department of Human Services

Salary Range: $3,398 - $5,148

Position Type: Employee

Position Title: Business Operations Specialist (Administrative Specialist 2) \xe2\x80\x93 Spanish language preferred

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Position Title: Business Operations Specialist (Administrative Specialist 2) \xe2\x80\x93 Spanish language preferred
Applications accepted: April 7th, 2023 \xe2\x80\x93 April 20th, 2023
Monthly Salary Range: $3,398 - $5,148
Location: Eugene, Oregon branch office (this is not a remote work position)

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the
Equity North Star as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

Oregon Department of Human Services (ODHS), A place to belong and make a difference!

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  When you join the
  ODHS , you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.
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  Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS\xe2\x80\x99 overall mission and vision.
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  We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The
  Equity North Star has four points that explain the agency\'s goals related to equity, inclusion, and racial justice.
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  We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and
  competitive benefits packages including health, dental, vision and much more!
• 
  If you have federal student loan debt or are thinking of going back to school, then you might benefit from the
  Student Loan Forgiveness Program . If you make 120 qualifying payments on your student loan while working full-time for a qualifying employer, your student loan debt may be forgiven.

Join our team in Eugene!

Do you thrive in a fast-paced work environment where your team depends on you for tracking important and time sensitive data? Do you have excellent time management and organizational skills? If you answered yes, then we want to hear from you!

The Office of Self Sufficiency, which is a part of the Oregon Department of Human Services (ODHS), is looking for a talented individual to serve as a Business Operations Specialist in Eugene. This position provides in-person support to several branch offices in the local area. In this role you will be an integral part of the team by providing guidance to the support staff members while collaborating with local leadership on continuous improvement and business integrity projects.

Want to know more about this position and the day-to-day duties?! The hiring manager, Missy Perkins, is offering informational sessions to interested applicants. To schedule your informational session, please reach out to Missy directly via email (MELISSA.J.PERKINS@dhsoha.state.or.us) or phone (541-321-5361). Informational session requests must be received prior to Tuesday, April 18th at 12 noon.

If you have bilingual language skills, you are encouraged to apply! Preference will be given to Spanish/English bilingual skills, but all languages are welcomed and utilized to better serve our Oregonians. We offer bilingual differential pay, which is an extra 5% of the employee\xe2\x80\x99s base pay upon passing test(s) evaluating your proficiency in a language other than English. Please note, bilingual language skills are not required for this position.

Self-Sufficiency Programs Mission:
To provide a safety net, family stability and a connection to careers that guide Oregonians out of poverty. The Self Sufficiency offices help with food benefits (SNAP), cash for families (TANF), childcare assistance (ERDC), medical programs, refugee services, and domestic violence services.

What you will be doing:

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  Conducts and coordinates security reviews/audits of office procedures to ensure compliance with ODHS rules, procedures and policies.
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  Provides recommendations to the local leadership team regarding audit reviews and general business operations and efficiencies.
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  Provides and monitors employee access to computer rights, software licenses, building access, etc.
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  Acts as a lead worker for support staff team, including training, onboarding, mentorship, task delegation, etc.
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  Identifies and implements continuous improvement solutions to support a streamlined workflow for staff and delivery system for Oregonians seeking our services.
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  Serve as liaison for contractors, service requests and deliveries.
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  Coordinate scheduling of training, conference rooms and large events.
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  Provide mentoring to staff to support protocols and efficiencies using methods that foster a positive and safe learning environment.
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  Provide project support and general coordination of solutions that support ongoing and newly recognized business operation needs.
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  Engage in onboarding activities that welcome new staff to the office including assisting with introductions and welcome meeting presentations.

Working conditions:

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  This is not a remote position. The work schedule is Monday \xe2\x80\x93 Friday, 8am to 5pm.
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  Eugene will be the base/home office location for this position. Travel to other offices/work sites will occur during regular work hours.
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  Contact with the public, including contact with customers experiencing emotional and financial stress.
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  Works in an integrated office environment where diverse programs, partners and staff create the work team.
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  Experience high volume of computer work, using various computer programs in a fast-paced team environment.
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  May require sitting at a terminal or telephone for prolonged periods of the workday.
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  Priorities and procedures may change daily and requires the ability to be flexible in application of procedures.

Minimum Qualifications / What you need to qualify:

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  Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
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  An equivalent combination of training and experience. (One year of postsecondary education may be substituted for up to one year of the experience.)

You must clearly show that you meet the minimum qualifications in your application or resume to be considered for an interview. Your application and/or resume will be used when completing a pay equity assessment. The pay equity assessment determines your pay rate/salary step, so complete and detailed history of work, education, and other experience is helpful.

Essential attributes: Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

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  Customer service: Calm, professional communication skills to ensure quality internal and external customer service daily by telephone, in writing or in person. Ability to demonstrate active listening and compassion to serve diverse customer needs.
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  Adaptable/ongoing learner: Demonstrated ability to apply lessons-learned to varying environments and situations; welcome constructive feedback and suggestions to strengthen work performance.
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  Leadership: Demonstrated ability to increase employee engagement, support positive environments, motivate others to complete tasks and reach goals, exemplify the culture, delegate effectively and coach/mentor staff to achieve success.
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  Effective decision-making: Ability to make effective decisions based upon knowledge of policy and procedure, applying both rational and creative processes to identify root cause. Regularly monitor implemented solutions to evaluate effectiveness and efficiency. Calculate and anticipate long-term consequences of a decision.
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  Team-oriented: Demonstrated commitment to developing relationships that establish trust and approachability amongst individuals with diverse learning and communication styles. Ability to effectively collaborate and thrive within a diversified team in a fast-paced work environment, being inclusive and respectful of others\xe2\x80\x99 contributions and ideas.
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  Organizational skills: Ability to remain organized, have good time management skills, and prioritize work tasks and responsibilities appropriately in a fast paced, high productivity environment.
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  Self-driven/initiative: Driven to meet or exceed specific goals and objectives, as well as independently identify, assess and resolve barriers or inefficiencies.

How to apply:

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  Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
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  Please upload a resume or complete the Workday history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
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  A cover letter is not required for this application. However, you may attach one if you wish. This may help the manager understand better how you possess the essential attributes.
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  Current State of Oregon employees: Apply via your employee Workday account. Ensure that your Workday is updated and includes your work and education history.
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  After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

Additional requirements:

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  Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.
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  The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security\xe2\x80\x99s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.
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  May require a valid driver\xe2\x80\x99s license or other acceptable method of transportation.

Helpful information:

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  This position is represented by the Service Employees International Union (SEIU).
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  This recruitment may be used to fill future vacancies.
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  Have questions about Workday or want some tips on understanding the state application process? Check out our
  Oregon job opportunities page.
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  If you need an accommodation under the Americans with Disabilities Act (ADA), please contact
  dhs.recruitment@odhsoha.oregon.gov .
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  If you have questions or need assistance with the application process, reach out to Alissa Walker via email at
  ALISSA.WALKER@odhs .oregon.gov or via phone at 503-519-1807. Please be sure to include the job requisition number when you reach out.

Come for a job. | Stay for a career. | Make a difference... for a lifetime!